How to Add an Employee in KaziQuest: Step-by-Step Guide for HR Managers & Business Owners

Adding Employees in KaziQuest

Adding a new employee in KaziQuest is an essential step in maintaining accurate records, ensuring regulatory compliance, and enabling workflow automation. This comprehensive guide is designed for HR managers, administrators, and business owners who need a clear, professional process to onboard employees using the KaziQuest HRIS platform.

Step-by-Step Instructions

1. Log In to Your Administrator Account

Why this is important:
Logging in with administrator credentials ensures you have the appropriate permissions to add and manage employee records.

• Navigate to your organization’s KaziQuest login page.
  
  
• Enter your username and password to sign in.
  
  

2. Go to the People Module

Where to find it:
From the main navigation menu, click on the “People” tab. This module serves as the central hub for all employee records and related actions.

3. Click “Add Employee”

Initiating the process:
In the People module, click the “Add Employee” button. This will open the Create New Employee form.

4. Fill Out the Employee Information Form

Ensuring data accuracy:
Complete the form carefully. This data powers key HR functions like payroll, compliance reporting, and internal communication.

Key Fields and Descriptions:

• Full Name: Enter the employee’s complete legal name.
  
  
• Email Address: Used for system notifications and login credentials if system access is enabled.
  
  
• Phone Number: Add a reliable contact number.
  
  
• Date of Birth: Required for legal and compliance records.
  
  
• Gender: Select “Male” or “Female.”
  
  
• Marital Status: Choose from Single, Married, Divorced, Widowed.
  
  
• Residential Status: Indicate if the employee is a Resident or Non-Resident for tax and legal purposes.
  
  
• Position Title: The official job title of the employee.
  
  
• Department: Assign the employee to the appropriate department.
  
  
• Reports To: Select the manager or supervisor the employee reports to.
  
  
• Date of Employment: Enter the official start date. Optionally include start time if needed.
  
  
• Employment Arrangement: Choose the type of contract:
  
  
  • Permanent
    
    
  • Fixed-Term Contract
    
    
  • Casual
    
    
  • Intern
    
    
  • Part-Time
    
    
  • Attachment
    
    
  • Consultant
    
    
  • Probation
    
    
• Employee Type: Indicate if the employee is Primary or Secondary for tax and legal purposes.
  
  
• Person With Disability: Toggle this option if the employee has a disability requiring accommodations.
  
  
• Location: Enter the employee’s residential address.
  
  
• Salary: Provide the base salary amount in KES and select the frequency (Monthly, Annually, etc.).  Note if this field captures basic pay. There are additional fields for other compensation elements.
  
  
• National ID Number: Kenyan ID required for all formal employment.
  
  
• KRA PIN: Kenya Revenue Authority tax PIN.
  
  
• NSSF Number: National Social Security Fund number.
  
  
• SHIF Number: Social Health Insurance Fund number.
  
  
• Employee Number: Input a unique identifier if your company uses manual numbering.
  
  

5. Configure System Access (Optional)

Granting platform access:
Toggle “Allow Access to KaziQuest” if the employee needs access to the HR system for functions like time tracking, leave requests, or self-service.

• If enabled, the system sends a welcome email prompting the employee to set their login password.
  
  
• Ensure the email entered above is correct and inform the employee of this next step.
  
  

6. Save the Employee Record

Finalizing the process:
After reviewing the details for accuracy, click the “Add” button to complete the onboarding process. The new employee will now appear in the People module and, if access is granted, can begin using KaziQuest immediately.